Cash Advance Reconciliation

The Cash Advance process at UT is complicated and cannot be changed due to federal regulations. Its efficiency depends on how we manage the requirements. Establishing clear steps, realistic timelines and expectations are key toward improving this process.

Upon conclusion of travel (end date on cash advance request)

RECEIPTS NEED TO CHANGE HANDS WITHIN 2 WEEKS

Cataloguing receipts consists of:

• Creating a list, ideally a spreadsheet
• For each unique destination
• That assigns a clear numbering system to all receipts and invoices
• Grouped by the 4 types of cash advance expense categories
  (travel, program expenses, entertainment, professional services)
• Includes description
• Costing basis, amount
• Currency, conversation rate/method/date
• And any other required and/or clarifying information 
   

If you are not prepping the receipts yourself, turn receipts in sooner than the 2 week deadline to give the admin sufficient time to add that task (and subsequent clarification request) to their reconciliation process, OR be prepared to sit down with the admin to go over the receipts to bring them to a point of being ready for processing - in advance of the 2 week deadline.

Once admin has prepared the reconciliation, they will be able to confirm any additional amount owed to you (which will be processed by the Cash Advance Office) OR the unused amount you owe the university --which is required to be paid back within 30 days of conclusion of cash advance request dates.

I am required.

I am required.

I am required.